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SUPPORTING VOLUNTEER
LTCO AND MINIMIZING RISK
Thursday, April 30, 2015
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How to Identify and Reduce Risk
Risk: anything that threatens the ability of a nonprofit to accomplish its
mission.
Risk management: a discipline that enables people and
organizations to cope with uncertainty by taking steps to protect its vital
assets and resources.
Nonprofit Risk Management Center www.nonprofitrisk.org
Risk and Volunteer LTCO
• Volunteer LTCO…
• Have access to residents
• Obtain personal, confidential information
• Represent the local and state LTCOP
• Directly impact program performance and outcomes
• Have a significant degree of independence
• Actions could harm the LTCOP and the individuals it serves
• May act outside of their level of certification
• Drive to their assigned facilities and other LTCOP activities
• Are often personally impacted by their LTCO work (both positively
and negatively)
Poll Question
Rogue or zombie-ombi?
Risk Management- It Never Ends!
Recruitment
Volunteer
Leaves Program
Screening
Continuing
Education &
Evaluation
Training &
Certification
Reports & Data
Risk Management:
Recruitment and Screening
• Screening “in” vs.
screening “out”
• More selective process
• Dig deeper than the minimum
qualifications (e.g. open-ended
questions regarding what
motivates them, is there a bias
or agenda, any red flags)
• Take advantage of the NORC
online curriculum
• It is ok to say “no, thank you”
and refer them to another
opportunity
• Develop a screening
process
• 5-Step Screening Process
(Health Assistance Partnership
2009 SHIP)
• Initial Conversation
• Application
• Interview
• Reference Check
• Background Check
Intake Process
• Create an Intake Process
• Form letters
• Track process from initial contact
• Determine the most efficient use of time
How to
Apply
(online,
mail?)
Response
Time after
Initial
Contact
and After
Application
Received
Interview,
Reference
Checks, and
Background
Check
Orientation
(online
training
modules?)
and start
certification
training
Facility Visit
with Staff
Risk Management:
Recruitment and Screening
• Interview
• Standard questions
• Behavioral based interview questions (identify what motivates them, if they
have had experience in resolving conflict)
• Before orientation and ongoing during training
• Clear understanding of job description
• Discuss and determine actual or perceived conflict of interests (e.g. review
and require signatures for Code of Ethics and/or Acknowledgement forms)
• Reference Checks (at least 2)
• Standard questions related to role and responsibilities of LTCO and
characteristics you are seeking
• Conduct an online search (Google/Bing)
• Criminal Background Check
• Before visiting facility with staff and formal orientation and training begins
Risk Management:
Training- Leaving the Program
Training &
Certification
•
•
•
•
•
Reports &
Data
• Routine review of volunteer reports and discussion of data (e.g.
monthly review of report, quarterly sharing of their data)
• Policies and procedures regarding documentation
Continuing
Education &
Evaluation
• Opportunity to review their understanding of new training material
• Quarterly in-person meetings with their peers
• Annual evaluation (e.g. facility visit with volunteer, review of
annual data, discuss their response to annual survey, standard
questions/check-list for facility visit)
Volunteer
Leaves the
Program
• Exit Interview
• Collection of badge, documents, reports
• Letter to assigned facility, notify rest of the program
Ongoing interview process
Facility visits with staff and experienced volunteer
Red flags during training discussion
Establish boundaries
Final review of all volunteer activities and his/her training
Quick Tips!
How to Reduce Risk Due to Managing from a Distance
• Establish Connection,
Communication and Control*
• Connection
• Warm welcome with staff and
peers (e.g. in-person meetings,
roster, welcome note, highlight in
newsletter).
• Personal contact improves trust
and shared values (ask for their
preferred mode of communication)
• Mentors and/or shadowing
that they are “missing out”
• Provide prompt responses (e.g.
office hours, out of office message)
• Find communication method that
works best for individual volunteers
(e.g. email vs. phone)
• Control
• Set priorities
• Establish clear responsibilities for
results
• Designate checkpoints for follow-up
• Communication
• Reduce isolation in order to prevent
an “us vs. them” attitude and a fear
*SMP Volunteer Program Management Manual (2013)
Part of a National Network…
• NORC Resources and Activities
• Consumer Voice Advocacy & Events
• Staffing Campaign
• The Voice
• Residents’ Rights Month (October)/Residents’ Voice Challenge
• CV Action Network
• Other LTC Issues and Events
• World Elder Abuse Awareness Day (June 15)
• Culture Change Coalitions
Risk Management Process
• 5- Step Risk Management Process
• Establish the Context
• Acknowledge and Identify Risks
• Evaluate and Prioritize Risks
• Implement Risk Management Techniques
• Monitor and Update the Program
• Risk Management Techniques
• Avoidance: If risk is too high, not providing that service may be the
best approach.
• Modification: Adapting the activity to reduce risk for all involved.
www.nonprofitrisk.org
Risk Management Plans Include…
• Clear Policies and
Procedures
• Volunteer handbook
• Grievance policy
• Process for volunteers not
adhering to LTCOP policies and
procedures or not performing
their duties
• Written Materials with
Volunteer Signatures
• Acknowledgment Form
• Code of Ethics
• System for Tracking
Volunteers and
Documentation
• System for Monitoring
Volunteer Activities
• Evaluation and experience
survey
• Coaching/Performance
counseling
Presentations
Questions?
What are some red flags?
Letter to the Editor
You receive a call from an Administrator that is
upset due a letter to the editor that a volunteer
wrote regarding quality of care in long-term care.
Until that phone call you did not know that the
volunteer was going to write a letter to the editor.
• How would you respond to this situation?
• What is the core issue?
• What do you need to consider for the individual
volunteer and your entire program?
Activities
During a facility visit with a volunteer you
find that he has been leading a Bible study
class and assisting with Bingo in the
facility.
• How would you respond to this situation?
• What is the core issue?
• What do you need to consider for the individual
volunteer and your entire program?
The Unexpected Happened. Now What?
• Refer to your policies and procedures and determine if the
situation can be remedied (e.g. conduct, code of ethics,
communication, reporting).
• Increase connection, communication and control.
• Establish checkpoints.
• Learn from this experience and revisit your program’s
procedures to make any necessary improvements.
• Make sure all staff and volunteers are aware of the specific issue in
question. For example, if you realize your procedures regarding
requirements for consultation were not clear take this opportunity to
discuss it.
• Share any revised policies and procedures with all staff and volunteers.
Quick Tips!
Addressing Challenging Situations
• Don’t ignore the issue- address unmet expectations and
conflict clearly, directly, and promptly.
1.
Before speaking with the volunteer, define the issue.
• Character, competency, or chemistry?
• Identify and own what you have done (or not done).
2.
Focus on the problem, not the person.
• Emphasize the opportunity for growth
3.
Be direct, specific, and non-judgmental.
• Meet in person, clarify role and responsibilities
4.
5.
Develop a plan, document everything, follow-up with the
volunteer.
Evaluate the individual situation, your response, the impact
on your program, and program policies and procedures
Communication
Tips
“I” Statements
• Reflective
Listening
• Guidelines for
Presenting the
Problem
• “PHI Coaching
Approach” to
Communication
•
http://www.ltcombudsma
n.org/working-withfamily-members-paper
Walking the
Fine Line
(PPT)
Texas LTCOP
Appropriate
or Not?
(worksheet)
Massachusetts
LTCOP
Quality
Advocacy
Visits:
Guidance to
Maryland
Ombudsman Staff
& Volunteers (tip
sheet)
Maryland LTCOP
Resources and Support
• NORC Resources
http://www.ltcombudsman.org/ombudsmansupport/volunteer management
• Getting Started
• Program Management
• Volunteer Training
• Volunteer Recognition
• Volunteer Management Conference
Calls/Webinars
• Volunteers in the News
• Volunteer Opportunities
• Resources, Policy to Practice, News from
the Network, TA Hot Topic, LTCO
Volunteer Management, Quick Tips
• NORC Curriculum
• https://sites.google.com/site/nationalo
mbudsmantraining/
• Volunteer Management
Network
• Listserv
• Annual webinar
• Consumer Voice
• The Voice (formerly The Gazette)
• Clearinghouse
• Fact sheets and resources
Resources and Support
Risk Management
• SMP (Senior Medicare Patrol) Volunteer Risk and
Program Management Project
http://www.smpresource.org/AM/Template.cfm?Section=Volunteer_M
anagement&Template=/CM/HTMLDisplay.cfm&ContentID=6355
• Nonprofit Risk Management Center (free online
tutorials, free e-newsletter and resources)
www.nonprofitrisk.org
Contact Information
Amity Overall-Laib
Manager, LTCO Program & Policy
aoveralllaib@theconsumervoice.org
202-332-2275 x207
The National Long-Term Care
Ombudsman Resource Center (NORC)
www.ltcombudsman.org
The National Consumer Voice for Quality Long-Term Care
(formerly NCCNHR)
http://www.theconsumervoice.org/
This presentation was supported, in part, by a grant from the Administration on
Aging, Administration for Community Living, U.S. Department of Health and
Human Services.